OFFICE 365 EXCHANGE MIGRATION AND - Official web … · The City anticipates a project scope that...

Finance Department General Services Division

REQUEST FOR PROPOSALS (RFP) Specification No. 17-11152-C

FOR OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION

PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY

Dear Proposer:

The City of Berkeley is soliciting written proposals from qualified firms or individuals for an Office 365 Exchange Migration and implementation of Microsoft One Drive. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration.

The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 pm, on Thursday, Februay 22, 2018. All responses must be in a sealed envelope and have "OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION" and Specification No. 17-11152-C clearly marked on the outer most mailing envelope. Please submit one (1) unbound original, three (3) unbound copies and one (1) CD or flash drive for electronic version of the proposal as follows:

Mail or Hand Deliver To: City of Berkeley

Finance Department/General Services Division 2180 Milvia Street, 3rd Floor

Berkeley, CA 94704

Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the righ.t to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

For questions concerning the anticipated work, or scope of the project, please contact Butch Lavin, Network Operations Manager, via email at [email protected] no later than Wednesday, February 14, 2018. Answers to questions will not be provided by telephone or email. Rather, answers to all questions or any addenda will be posted on the City of Berkeley's site at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. It is the vendor's responsibility to check this site. For general questions concerning the submittal process, contact purchasing at 510-981-7320.

� We lo ard to receiving and reviewing your proposal.

.....

2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390

E-mai I: [email protected]. us Website: http://www.ci. berkeley. ca. us/finance

City of Berkeley Specification No. 17-11152-C of 23

OFFICE 365 EXCHANGE MIGRATION AND

ONE DRIVE IMPLEMENTATION Release Date 01/31/18

Revised June 2017

I. BACKGROUND /SUMMARY/or INTRODUCTION

The City of Berkeley owns an Office 365 Enterprise G4 Suite, and has implemented an Office 365 environment in

the cloud, including Skype for Business and Microsoft InTune. The next phase in our Office 365 implementation

plan is to migrate our on-premise Microsoft Exchange 2010 environment to Office 365.

Our current Exchange environment comprises two (2) redundant servers, approximately 1500 users, Public Folders,

Shared Calendars, and a Kemp load balancer. Exchange data is backed up to both network file shares and

Barracuda Cloud backup.

The City employees access their email from Windows 7 and Windows 10 computers using Microsoft Outlook

2013. Many users also access their email using City-issued iphones, ipads and Surfacebooks. Access to email via a

web browser is also provided using Microsoft Office Outlook Web Access (OWA).

Below are further details on the current number and type of Exchange email accounts (at the time of release of this

RFP):

Total number of all current email accounts 2314

Number of user email accounts 1969

Number of shared email accounts 21 shared, 63 room, 11 equipment

Number of system email accounts such as backup, online billpay, etc. 249

Number of mailboxes with archive enabled 2041

Number of mobile devices accessing email (iOS/Android/Windows) 1172

In addition, we intend to implement One Drive in the cloud for use by City Staff. The City currently has three (3)

networked drives in scope for moving data to Office 365:

1. A shared by the entire City (S Drive),

2. A share for individual departments (G Drive), and

3. A user home folder for each user (I Drive).

These drives all reside on an on-premise file server. The City is centralized on Dell Servers as Host Servers and

VMWare as Virtualized environment. It is anticipated a vendor will assist the City’s IT Department in preparing the

Office 365 environment for IT to migrate chosen data to Office 365 and to train City staff on its day-to-day use.

II. SCOPE OF SERVICES

The City anticipates a project scope that includes activities outlined below; however, vendor(s) should develop a plan

of work they believe will most effectively meet the City’s objectives. The selected vendor shall be responsible for

the design, migration, implementation, and training of users, complete documentation and framework for a process

to provide continued support and maintenance for three (3) – five (5) years. After the migration the City staff will

perform day to day administration.

Describe the approach and resources needed to implement the proposed solution. Attach a proposed implementation

schedule with key activities and estimated milestones. Identify recommended controls. Attach a proposed set of

metrics for each milestone (e.g., critical success factors, key performance indicators, error rate, etc.).




Revised June 2017

PROJECT MILESTONES:

Milestone 1: Planning and Design

This milestone will include a review and assessment of City’s current environment, including a review of the

existing Active Directory, Azure Active Directory synchronization, network infrastructure, DNS, TLS/SSL

certificates, Exchange 2010 environment (which includes the City and the Berkeley Public Library), Public

Folders, shared calendars, mail flow configuration, and City’s Office 365 Tenant.

This milestone will also include an assessment of any applications that currently leverages Exchange for purposes

of email delivery and/or calendaring, to ensure that the Office 365 migration maintains all functionality. This

milestone will also identify the steps required to bring the City’s email into line with current security best

practices that Azure-based Office 365 can implement (e.g., DKIM, DMARC, and STARTTTLS) as well as

produce a OneDrive security plan that will be implemented in Milestone #4. Upon conclusion of the assessment,

the vendor will create a project timeline based on the information gathered, and an estimate of time needed to

complete each remaining task.

Milestone 2: Office 365 Pilot Migration and One Drive Pilot

This milestone will include setting up test mailboxes, testing mailbox migration with test mailboxes, piloting

mailbox migration with a small sample of production mailboxes, testing and troubleshooting, testing Public

Folder migration, and documenting the mailbox migration procedure. This milestone will also include adding

TLS/SSL certificates, and implementing firewall changes. City resources will be scheduled as needed.

Milestone 3: Office 365 Exchange Full Migration

This milestone will include the full mailbox and archive migration for all City mailboxes, as well as the

decommissioning of legacy Exchange 2010 servers at the conclusion of the project.

Milestone 4: Complete One Drive Implementation

This milestone will include implementing One Drive in accordance with its security plan, and deploying the One

Drive desktop app. For Microsoft One Drive, please provide some direction on document and folder security and

policies around document sharing, with respect to the California Public Records Act and legal requirements of

government agencies such as Berkeley.

a) Vendor to prepare Office 365 OneDrive environment for City IT to migrate data located in user home

folders (I Drives). Total migration size for I Drive is estimated at 4 TB.

b) Vendor to prepare Office 365 SharePoint Online environment for City IT to migrate City shared folder to

(S Drive). Total migration size for S Drive is estimated at 1.7 TB.

c) Vendor to prepare Office 365 SharePoint Online environment for City IT to migrate of all Department’s

Drives (G Drives). Total migration size for S Drive is estimated at 6 TB.

d) Vendor to assist the City IT in making the data accessible to the end users through Group Policy Objects

(GPO) or potentially third party tools

e) Vendor to be consulted to assist in the verification of accuracy of data migration

Milestone 5: Communication Planning

This milestone will include a communication plan to City staff about both the mailbox migration and the One

Drive implementation. The vendor will assist City in developing a communication plan including newsletters,

email and other types of marketing and promoting the project awareness.




Revised June 2017

Milestone 6: Administration and End User Training

This milestone will include Full System Administrator training for O365 Exchange, end user training for use of

O365 Exchange and end user training on the use of One Drive per the document and folder security that the City

implements, based on direction provided by the vendor.

Describe your overall training approach. Detail classes to be delivered. This includes training per groups of

employees with training goals (full administrator, end user, etc.), expected class size, and total hours needed to

train a given class. Please note if the selected vendor would provide training to the trainer or train the end user.

Provide training and training documentation for approximately 1500 end users

a) To be on premise or web based

b) Prepare a one (1) to two (2) page ‘take-away’ reference sheet for the End users

c) Desired Timeframe for End Users (Employees):

i. End users attend one hour of training

a. End user training: Everyday application use. – Exchange

b. End user training: Everyday application use. – One Drive

ii. Minimum Twenty (20) sessions in total and to span across four (4) weeks

d) Desired Content for End Users:

i. The operational change from shared drives to OneDrive and SharePoint Online

ii. Access to the Office 365 environment with mobile devices

iii. Integration of email and OneDrive / SharePoint

iv. Safely sharing data outside the organization

v. Use of Office 365 Groups

vi. Security Awareness

e) Desired Timeframe for Administrative Users:

i. Up to four (4) admins

ii. One (1) single, two (2) hour session

f) Desired Content for Administrative Users:

i. Control of user account data permissions

ii. Distribution of Office 365 data in Windows and mobile environments

iii. How to create a new Active Directory account and Exchange Mailbox, as this process will

have changed post-migration.

iv. Archive Mailboxes or Legal holds as required for mailboxes for PRA

v. Onboarding and off boarding of user accounts

vi. Data management after off boarding process




Revised June 2017

Milestone 7: Documentation and Knowledge Transfer

This milestone will include providing documentation and knowledge transfer to IT staff in order to be able to

operate and maintain the new cloud-based Exchange and One Drive environment moving forward. It will include

security architecture and security plan for both cloud-based Exchange and One Drive.

Milestone 8: Optional - Ongoing Support and Maintenance (Excludes day to day maintenance)

1. Describe your company’s service & support philosophy, how it is carried out and how success is measured.

2. Provide a thorough description of help desk services including dial-in, web support and ongoing maintenance.

3. How do you service and troubleshoot problems for your current clients?

4. Provide the vendor’s software updates and enhancements schedule.

5. Include a plan outline for escalating support issues in the event issues are not being addressed in a timely

manner. This should include reasonable time to respond for each level escalated with name, title, email, office

phone and cell phone. The names and contact details of the actual escalation plan will be determined as part

of the contract milestone as a separate document, but will closely mirror the plan outline.

6. Describe how your company measures customer satisfaction for software applications and customer service

& support.

7. Describe internal performance metrics used to quantify key customer support responsiveness, such as: Issues

resolved on first call, average call duration, average time to reach issue resolution, etc.

III. SUBMISSION REQUIREMENTS

All proposals shall include the following information, organized as separate sections of the proposal. The proposal

should be concise and to the point.

1. Contractor Identification:

Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact

person and company tax identification number.

2. Client References:

Provide a minimum of three (3) client references. References should be California cities or other large public

sector entities. Provide the designated person's name, title, organization, address, telephone number, and the

project(s) that were completed under that client’s direction.

3. Price Proposal:

The proposal shall include pricing for all services. Pricing shall be all inclusive unless indicated otherwise on a

separate pricing sheet. The Proposal shall itemize all services, including hourly rates for all professional,

technical and support personnel, and all other charges related to completion of the work shall be itemized.

Describe the approach and resources needed to implement the proposed solution. Attach a proposed

implementation schedule with key activities and estimated milestones. Identify recommended controls. Attach

a proposed set of metrics for each milestone (e.g., critical success factors, key performance indicators, error

rate, etc.).

4. Contract Terminations:




Revised June 2017

If your organization has had a contract terminated in the last five (5) years, describe such incident. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor

performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor,

or (b) litigated and such litigation determined that the vendor was in default.

Submit full details of the terms for default including the other party’s name, address, and phone number. Present

the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the

proposal on the grounds of the past experience.

If the firm has not experienced any such termination for default or early termination in the past five (5) years, so

indicate.

IV. SELECTION CRITERIA

The following criteria will be considered, although not exclusively, in determining which firm is hired.

Proposal – 60%

2. Cost: 20%

3. References: 20%

The City shall make an award recommendation to respondent whose proposal represents the best overall value as

solely determined by the City. The City’s determination shall not be subject to appeal.

V. PAYMENT

Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit.

Invoices must be accompanied by receipt for services in order for payment to be processed. Mail invoices to the

Project Manager and reference the contract number.

City of Berkeley

Accounts Payable

PO Box 700

Berkeley, CA 94701

Attn: Butch Lavin / Information Technology

Payments: The City will make payment to the vendor within 30 days of receipt of a correct and complete invoice

in accordance with milestone completion approval.

VI. CITY REQUIREMENTS

A. Non-Discrimination Requirements:

Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids

for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses

with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)

Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated

to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This

applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires

that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to

discriminate and allows the City access to records necessary to monitor compliance. This section also applies to




Revised June 2017

all contracts and all consultants. Bidders must submit the attached Non-Discrimination Disclosure Form

with their proposal

B. Nuclear Free Berkeley Disclosure Form:

Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that

knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council

determines that no reasonable alternative exists to doing business with a company that engages in nuclear

weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature

of such work. Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.

C. Oppressive States:

The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified

Countries. This contracting prohibition may be waived if the City Council determines that no reasonable

alternative exists to doing business with a company that is covered by City Council Resolution No. 59,853-N.S.

If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such work. Bidders

must submit the attached Oppressive States Disclosure Form with their proposal.

D. Conflict of Interest:

In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict of

interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the

proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee,

board or commission member of the City who influences the making of the contract or has a direct or indirect

interest in the contract.

Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may

be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a conflict

of interest. Please identify any person associated with the firm that has a potential conflict of interest.

E. Berkeley Living Wage Ordinance:

Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City

mandated minimum compensation during the term of any contract that may be awarded by the City. If the

Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a

one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of

compliance with this ordinance will be required upon execution of a contract. The Living Wage rate is currently

$14.97 (if medical benefits are provided) or $17.45 (if medical benefits are not provided). The Living Wage rate

is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the

Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of

your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was

when the contract was executed.

F. Berkeley Equal Benefits Ordinance: Chapter 13.29 of the Berkeley Municipal Code requires that contractors offer domestic partners the same access

to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon

execution of a contract.




Revised June 2017

G. Statement of Economic Interest:

The City’s Conflict of Interest Code designates “consultants” as a category of persons who must complete Form

700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the

contract. The selected contractor will be required to complete the Form 700 before work may begin.

VII. OTHER REQUIREMENTS

A. Insurance

The selected contractor will be required to maintain general liability insurance in the minimum amount of

$2,000,000, automobile liability insurance in the minimum amount of $1,000,000 and a professional liability

insurance policy in the amount of $2,000,000 to cover any claims arising out of the performance of the contract.

The general liability and automobile insurance must name the City, its officers, agents, volunteers and employees

as additional insureds.

B. Worker’s Compensation Insurance:

A selected contractor who employs any person shall maintain workers' compensation insurance in accordance

with state requirements. Sole proprietors with no employees are not required to carry Worker’s Compensation

Insurance.

C. Business License

Virtually every contractor that does business with the City must obtain a City business license as mandated by

B.M.C. Ch. 9.04. The business license requirement applies whether or not the contractor has an office within the

City limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not subject

the contractor to the license tax. Warehousing businesses and charitable organizations are the only entities

specifically exempted in the code from the license requirement (see B.M.C. sections, 9.04.295 and 9.04.300).

Non-profit organizations are granted partial exemptions (see B.M.C. section 9.04.305). Persons who, by reason

of physical infirmity, unavoidable misfortune, or unavoidable poverty, may be granted an exemption of one

annual free license at the discretion of the Director of Finance. (see B.M.C. sections 9.04.290).

Vendor must apply for a City business license and show proof of application to Purchasing Manager within

seven days of being selected as intended contractor.

The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704,

issues business licenses. Contractors should contact this division for questions and/or information on obtaining

a City business license, in person, or by calling 510-981-7200.

D. Recycled Paper

All reports to the City shall be on recycled paper that contains at least 50% recycled product when such paper

is available at a cost of not greater than ten percent more than the cost of virgin paper, and when such paper is

available at the time it is required. If recycled paper is not available the Contractor shall use white paper. Written

reports or studies shall be printed on both sides of the page whenever practical.

E. State Prevailing Wage:

Certain labor categories under this project may be subject to prevailing wages as identified in the State of

California Labor Code commencing in Section 1770 et. seq. These labor categories, when employed for any

“work performed during the design and preconstruction phases of construction including, but not limited to,




Revised June 2017

inspection and land surveying work,” constitute a “Public Work” within the definition of Section 1720(a)(1) of

the California Labor Code requiring payment of prevailing wages.

Wage information is available through the California Division of Industrial Relations web site at:

http://www.dir.ca.gov/OPRL/statistics_and_databases.html

VIII. SCHEDULE (dates are subject to change)

Issue RFP to potential bidders: 01/31/2018

Questions Due 02/14/2018

Issue Addendum including Q&A 02/16/2018

Proposals due from potential bidders 02/22/2018

Complete Selection Process 02/28/2018

Council Approval of Contract (if over $50k) 04/03/2018

Award of Contract 04/04/2018

Sign and Process Contract 04/16/2018

Notice to proceed 04/17/2018

Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving

your proposal.

Attachments:

Check List of Required items for Submittal Attachment A

Non-Discrimination/Workforce Composition Form Attachment B

Nuclear Free Disclosure Form Attachment C

Oppressive States Form Attachment D

Living Wage Form Attachment E

Equal Benefits Certification of Compliance Attachment F

Right to Audit Form Attachment G

Insurance Endorsement Attachment H

http://www.dir.ca.gov/OPRL/statistics_and_databases.html




Revised June 2017

ATTACHMENT A

CHECKLIST

Proposal describing service (one (1) unbound original and three (3) unbound copies

Contractor Identification and Company Information

Client References

Costs proposal by Milestone

The following forms, completed and signed in blue ink (attached):

o Non-Discrimination/Workforce Composition Form Attachment B

o Nuclear Free Disclosure Form Attachment C

o Oppressive States Form Attachment D

o Living Wage Form (may be optional) Attachment E

o Equal Benefits Ordinance Certification of Compliance (EBO-1) Attachment F

ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER COUNCIL

APPROVAL TO AWARD CONTRACT.

Provide original-signed in blue ink Evidence of Insurance

o Auto

o Liability

o Worker’s Compensation

Right to Audit Form Attachment G

Commercial General & Automobile Liability Endorsement Form Attachment H

Berkeley Business License

For informational purposes only: Sample of Personal Services Contract can be found on the City’s website

on the current bid and proposal page at the top of the page.




Revised June 2017

NON-DISCRIMINATION/WORKFORCE COMPOSITION FORM FOR NON-CONSTRUCTION

CONTRACTS

To assist the City of Berkeley in implementing its Non-Discrimination policy, it is requested that you furnish

information regarding your personnel as requested below and return it to the City Department handling your

contract: Organization:

_____________________________________________________________________________________

Address: _______________________________________________________________

Business Lic. #: ___________

Occupational Category:

__________________________

(See reverse side for explanation

of terms)

Total

Employees

White

Employees

Black

Employees

Asian

Employees

Hispanic

Employees

Other

Employees

Female Male Female Male Female Male Female Male Female Male Female Male

Official/Administrators

Professionals

Technicians

Protective Service Workers

Para-Professionals

Office/Clerical

Skilled Craft Workers

Service/Maintenance

Other (specify)

Totals:

Is your business MBE/WBE/DBE certified? Yes _____ No _____ If yes, by what agency?

_______________________

If yes, please specify: Male: _____ Female: _____ Indicate ethnic identifications:

___________________________

Do you have a Non-Discrimination policy? Yes: _____ No:

_____

Signed: ________________________________________________________________ Date:

__________________

Verified by: _____________________________________________________________ Date:

__________________

City of Berkeley Contract Compliance Officer

Attachment B




Revised June 2017

Occupational Categories

Officials and Administrators - Occupations in which employees set broad policies, exercise overall responsibility

for execution of these policies, or provide specialized consultation on a regional, district or area basis. Includes:

department heads, bureau chiefs, division chiefs, directors, deputy superintendents, unit supervisors and kindred

workers.

Professionals - Occupations that require specialized and theoretical knowledge that is usually acquired through

college training or through work experience and other training that provides comparable knowledge. Includes:

personnel and labor relations workers, social workers, doctors, psychologists, registered nurses, economists,

dietitians, lawyers, systems analysts, accountants, engineers, employment and vocational rehabilitation counselors,

teachers or instructors, and kindred workers.

Technicians - Occupations that require a combination of basic scientific or technical knowledge and manual skill

that can be obtained through specialized post-secondary school education or through equivalent on-the-job training.

Includes: computer programmers and operators, technical illustrators, highway technicians, technicians (medical,

dental, electronic, physical sciences) and kindred workers.

Protective Service Workers - Occupations in which workers are entrusted with public safety, security and

protection from destructive forces. Includes: police officers, fire fighters, guards, sheriffs, bailiffs, correctional

officers, detectives, marshals, harbor patrol officers, and kindred workers.

Para-Professionals - Occupations in which workers perform some of the duties of a professional or technician in a

supportive role, which usually requires less formal training and/or experience normally required for professional or

technical status. Such positions may fall within an identified pattern of a staff development and promotion under a

"New Transporters" concept. Includes: library assistants, research assistants, medical aides, child support workers,

police auxiliary, welfare service aides, recreation assistants, homemaker aides, home health aides, and kindred

workers.

Office and Clerical - Occupations in which workers are responsible for internal and external communication,

recording and retrieval of data and/or information and other paperwork required in an office. Includes:

bookkeepers, messengers, office machine operators, clerk-typists, stenographers, court transcribers, hearings

reporters, statistical clerks, dispatchers, license distributors, payroll clerks, and kindred workers.

Skilled Craft Workers - Occupations in which workers perform jobs which require special manual skill and a

thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-

job training and experience or through apprenticeship or other formal training programs. Includes: mechanics and

repairpersons, electricians, heavy equipment operators, stationary engineers, skilled machining occupations,

carpenters, compositors and typesetters, and kindred workers.

Service/Maintenance - Occupations in which workers perform duties which result in or contribute to the comfort,

convenience, hygiene or safety of the general public or which contribute to the upkeep and care of buildings,

facilities or grounds of public property. Workers in this group may operate machinery. Includes: chauffeurs,

laundry and dry cleaning operatives, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and

groundskeepers, refuse collectors, and construction laborers.




Revised June 2017

CITY OF BERKELEY

Nuclear Free Zone Disclosure Form

I (we) certify that:

1. I am (we are) fully cognizant of any and all contracts held, products made or otherwise handled by

this business entity, and of any such that are anticipated to be entered into, produced or handled for

the duration of its contract(s) with the City of Berkeley. (To this end, more than one individual may

sign this disclosure form, if a description of which type of contracts each individual is cognizant is

attached.)

2. I (we) understand that Section 12.90.070 of the Nuclear Free Berkeley Act (Berkeley Municipal

Code Ch. 12.90; Ordinance No. 5784-N.S.) prohibits the City of Berkeley from contracting with any

person or business that knowingly engages in work for nuclear weapons.

3. I (we) understand the meaning of the following terms as set forth in Berkeley Municipal Code Section

12.90.130:

"Work for nuclear weapons" is any work the purpose of which is the development, testing,

production, maintenance or storage of nuclear weapons or the components of nuclear weapons; or

any secret or classified research or evaluation of nuclear weapons; or any operation, management or

administration of such work.

"Nuclear weapon" is any device, the intended explosion of which results from the energy released

by reactions involving atomic nuclei, either fission or fusion or both. This definition of nuclear

weapons includes the means of transporting, guiding, propelling or triggering the weapon if and only

if such means is destroyed or rendered useless in the normal propelling, triggering, or detonation of

the weapon.

"Component of a nuclear weapon" is any device, radioactive or non-radioactive, the primary intended

function of which is to contribute to the operation of a nuclear weapon (or be a part of a nuclear

weapon).

4. Neither this business entity nor its parent nor any of its subsidiaries engages in work for nuclear

weapons or anticipates entering into such work for the duration of its contract(s) with the City of

Berkeley.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California

that the foregoing is true and correct.

Printed Name: ___________________________________Title:______________________________________

Signature: _______________________________________Date:_____________________________________

Business Entity: ___________________________________________________________________________

Contract Description/Specification No: Office 365 Exchange Migration and One Drive Implementation/ 18-11152-C

Attachment C




Revised June 2017

CITY OF BERKELEY

Oppressive States Compliance Statement

The undersigned, an authorized agent of__________________________________________________(hereafter

"Vendor"), has had an opportunity to review the requirements of Berkeley City Council Resolution No. 59,853-

N.S. (hereafter "Resolution"). Vendor understands and agrees that the City may choose with whom it will maintain

business relations and may refrain from contracting with those Business Entities which maintain business

relationships with morally repugnant regimes. Vendor understands the meaning of the following terms used in the

Resolution:

"Business Entity" means "any individual, firm, partnership, corporation, association or any other commercial

organization, including parent-entities and wholly-owned subsidiaries" (to the extent that their operations are

related to the purpose of the contract with the City).

"Oppressive State" means: Tibet Autonomous Region and the Provinces of Ado, Kham and U-Tsang

“Personal Services” means “the performance of any work or labor and shall also include acting as an independent

contractor or providing any consulting advice or assistance, or otherwise acting as an agent pursuant to a

contractual relationship.”

Contractor understands that it is not eligible to receive or retain a City contract if at the time the contract is

executed, or at any time during the term of the contract it provides Personal Services to:

a. The governing regime in any Oppressive State.

b. Any business or corporation organized under the authority of the governing regime of any Oppressive

State.

c. Any person for the express purpose of assisting in business operations or trading with any public or private

entity located in any Oppressive State.

Vendor further understands and agrees that Vendor's failure to comply with the Resolution shall constitute a default

of the contract and the City Manager may terminate the contract and bar Vendor from bidding on future contracts

with the City for five (5) years from the effective date of the contract termination.

The undersigned is familiar with, or has made a reasonable effort to become familiar with, Vendor's business

structure and the geographic extent of its operations. By executing the Statement, Vendor certifies that it complies

with the requirements of the Resolution and that if any time during the term of the contract it ceases to comply,

Vendor will promptly notify the City Manager in writing.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California

that the foregoing is true and correct.

Printed Name: ___________________________________Title:________________________________________

Signature: _______________________________________ Date:_______________________________________

Business Entity: ______________________________________________________________________________

Contract Description/Specification No.: Office 365 Exchange Migration and One Drive Implementation/ 18-11152-C




Revised June 2017

I am unable to execute this Statement; however, Vendor is exempt under Section VII of the Resolution. I have

attached a separate statement explaining the reason(s) Vendor cannot comply and the basis for any requested

exemption.

Signature: _______________________________________ Date:_______________________________________

Attachment D




Revised June 2017

CITY OF BERKELEY

Living Wage Certification for Providers of Services

TO BE COMPLETED BY ALL PERSONS OR ENTITIES ENGAGING IN A CONTRACT FOR

PERSONAL SERVICES WITH THE CITY OF BERKELEY.

The Berkeley Municipal Code Chapter 13.27, Berkeley's Living Wage Ordinance (LWO), provides that contractors

who engage in a specified amount of business with the City (except where specifically exempted) under contracts

which furnish services to or for the City in any twelve (12) month period of time shall comply with all provisions of

this Ordinance. The LWO requires a City contractor to provide City mandated minimum compensation to all

eligible employees, as defined in the Ordinance. In order to determine whether this contract is subject to the terms

of the LWO, please respond to the questions below. Please note that the LWO applies to those contracts where the

contractor has achieved a cumulative dollar contracting amount with the City. Therefore, even if the LWO is

inapplicable to this contract, subsequent contracts may be subject to compliance with the LWO. Furthermore, the

contract may become subject to the LWO if the status of the Contractor's employees change (i.e. additional

employees are hired) so that Contractor falls within the scope of the Ordinance.

Section I.

1. IF YOU ARE A FOR-PROFIT BUSINESS, PLEASE ANSWER THE FOLLOWING QUESTIONS

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid,

or proposal, with the City of Berkeley for a cumulative amount of $25,000.00 or more?

YES ____ NO ____

If no, this contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes,

please continue to question 1(b).

b. Do you have six (6) or more employees, including part-time and stipend workers?

YES ____ NO ____

If you have answered, “YES” to questions 1(a) and 1(b) this contract IS subject to the LWO. If you

responded "NO" to 1(b) this contract IS NOT subject to the LWO. Please continue to Section II.

2. IF YOU ARE A NON-PROFIT BUSINESS, AS DEFINED BY SECTION 501(C) OF THE

INTERNAL REVENUE CODE OF 1954, PLEASE ANSWER THE FOLLOWING QUESTIONS.

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid

or proposal, with the City of Berkeley for a cumulative amount of $100,000.00 or more?

YES ____ NO ____

If no, this Contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes,

please continue to question 2(b).

b. Do you have six (6) or more employees, including part-time and stipend workers?

YES ____ NO ____

If you have answered, “YES” to questions 2(a) and 2(b) this contract IS subject to the LWO. If you

responded "NO" to 2(b) this contract IS NOT subject to the LWO. Please continue to Section II.

Section II

Please read, complete, and sign the following:




Revised June 2017

THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE.

THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE.

Attachment E




Revised June 2017

The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization,

hereby certifies that he or she is fully aware of Berkeley's Living Wage Ordinance, and the applicability of the

Living Wage Ordinance, and the applicability of the subject contract, as determined herein. The undersigned

further agrees to be bound by all of the terms of the Living Wage Ordinance, as mandated in the Berkeley

Municipal Code, Chapter 13.27. If, at any time during the term of the contract, the answers to the questions posed

herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the City Manager in

writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or

the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract and the City Manager

may terminate the contract and bar Contractor from future contracts with the City for five (5) years from the

effective date of the Contract termination. If the contractor is a for-profit business and the LWO is applicable to

this contract, the contractor must pay a living wage to all employees who spend 25% or more or their compensated

time engaged in work directly related to the contract with the City. If the contractor is a non-profit business and the

LWO is applicable to this contract, the contractor must pay a living wage to all employees who spend 50% or more

or their compensated time engaged in work directly related to the contract with the City.

These statements are made under penalty of perjury under the laws of the state of California.

Printed Name: ___________________________________Title:________________________________________

Signature: _______________________________________ Date:_______________________________________

Business Entity: ______________________________________________________________________________


Section III

____________________________________________________________________________________________

_

* * FOR ADMINISTRATIVE USE ONLY -- PLEASE PRINT CLEARLY * * *

I have reviewed this Living Wage Certification form, in addition to verifying Contractor's total dollar amount

contract commitments with the City in the past twelve (12) months, and determined that this Contract IS / IS NOT

(circle one) subject to Berkeley's Living Wage Ordinance.

_________________________________

_________________________________________

Department Name Department Representative

Attachment E Page 2




Revised June 2017

Form EBO-1

CITY OF BERKELEY

CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS ORDINANCE

If you are a contractor, return this form to the originating department/project manager. If you are a vendor (supplier

of goods), return this form to the Purchasing Division of the Finance Dept.

SECTION 1. CONTRACTOR/VENDOR INFORMATION

Name: Vendor No.:

Address: City: State: ZIP:

Contact Person: Telephone:

E-mail Address: Fax No.:

SECTION 2. COMPLIANCE QUESTIONS

A. The EBO is inapplicable to this contract because the contractor/vendor has no employees.

Yes No (If “Yes,” proceed to Section 5; if “No”, continue to the next question.)

B. Does your company provide (or make available at the employees’ expense) any employee benefits?

Yes No

If “Yes,” continue to Question C.

If “No,” proceed to Section 5. (The EBO is not applicable to you.)

C. Does your company provide (or make available at the employees’ expense) any benefits to

the spouse of an employee? .......................................................................................... Yes No

D. Does your company provide (or make available at the employees’ expense) any benefits to

the domestic partner of an employee? .......................................................................... Yes No

If you answered “No” to both Questions C and D, proceed to Section 5. (The EBO is not applicable to this

contract.) If you answered “Yes” to both Questions C and D, please continue to Question E.

If you answered “Yes” to Question C and “No” to Question D, please continue to Section 3.

E. Are the benefits that are available to the spouse of an employee identical to the benefits that

are available to the domestic partner of the employee? ............................................... Yes No

If you answered “Yes,” proceed to Section 4. (You are in compliance with the EBO.)

If you answered “No,” continue to Section 3.

SECTION 3. PROVISIONAL COMPLIANCE

A. Contractor/vendor is not in compliance with the EBO now but will comply by the following date:

By the first effective date after the first open enrollment process following the contract start date, not to

exceed two years, if the Contractor submits evidence of taking reasonable measures to comply with the

EBO; or

At such time that administrative steps can be taken to incorporate nondiscrimination in benefits in the

Contractor’s infrastructure, not to exceed three months; or

To be completed by

Contractor/Vendor




Revised June 2017

Upon expiration of the contractor’s current collective bargaining agreement(s).




Revised June 2017

B. If you have taken all reasonable measures to comply with the EBO but are unable to do so,

do you agree to provide employees with a cash equivalent?* ..................................... Yes No

* The cash equivalent is the amount of money your company pays for spousal benefits that are unavailable for

domestic partners.

SECTION 4. REQUIRED DOCUMENTATION

At time of issuance of purchase order or contract award, you may be required by the City to provide documentation

(copy of employee handbook, eligibility statement from your plans, insurance provider statements, etc.) to verify that

you do not discriminate in the provision of benefits.

SECTION 5. CERTIFICATION

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and

that I am authorized to bind this entity contractually. By signing this certification, I further agree to comply with all

additional obligations of the Equal Benefits Ordinance that are set forth in the Berkeley Municipal Code and in the

terms of the contract or purchase order with the City.

Executed this _______day of _________________, in the year __________, at __________________, ________

(City)

(State)

_____________________________________ ______________________________________

Name (please print) Signature

_____________________________________ ______________________________________

Title Federal ID or Social Security Number

FOR CITY OF BERKELEY USE ONLY

Non-Compliant (The City may not do business with this contractor/vendor)

One-Person Contractor/Vendor Full Compliance Reasonable Measures

Provisional Compliance Category, Full Compliance by Date: _________________________________________

Staff Name(Sign and Print): _____________________________________Date: ____________ ________________

_____________________

Attachment F




Revised June 2017

CITY OF BERKELEY

Right to Audit Form

The contractor agrees that pursuant to Section 61 of the Berkeley City Charter, the City Auditor’s office may

conduct an audit of Contractor’s financial, performance and compliance records maintained in connection with the

operations and services performed under this contract.

In the event of such audit, Contractor agrees to provide the Auditor with reasonable access to Contractor’s

employees and make all such financial, performance and compliance records available to the Auditor’s office. City

agrees to provide Contractor an opportunity to discuss and respond to/any findings before a final audit report is

filed.

Signed:______________________________________ Date:__________________

Print Name & Title:_______________________________________________________

Company:_______________________________________________________________


Please direct questions regarding this form to the Auditor's Office, at (510) 981-6750.

Attachment G




Revised June 2017

CITY OF BERKELEY

Commercial General and Automobile Liability Endorsement

The attached Certificates of Insurance are hereby certified to be a part of the following policies having the following

expiration dates:

Policy No. Company Providing Policy Expir. Date _______________ __________________________ _________

_______________ __________________________ _________

_______________ __________________________ _________

_______________ __________________________ _________

The scope of the insurance afforded by the policies designated in the attached certificates is not less than that which is

afforded by the Insurance Service Organization's or other "Standard Provisions" forms in use by the insurance company

in the territory in which coverage is afforded.

Such Policies provide for or are hereby amended to provide for the following:

1. The named insured is ________________________________________.

2. CITY OF BERKELEY ("City") is hereby included as an additional insured with respect to liability arising out

of the hazards or operations under or in connection with the following agreement:

_______________________________________________________.

The insurance provided applies as though separate policies are in effect for both the named insured and City,

but does not increase the limits of liability set forth in said policies.

3. The limits of liability under the policies are not less than those shown on the certificate to which this

endorsement is attached.

4. Cancellation or material reduction of this coverage will not be effective until thirty (30) days following written

notice to __________________________________, Department of ___________________________,

Berkeley, CA.

5. This insurance is primary and insurer is not entitled to any contribution from insurance in effect for City.

The term "City" includes successors and assigns of City and the officers, employees, agents and volunteers.

_______________________________________

Insurance Company

Date: _____________ By: ______________________________________

Signature of Underwriter's

Authorized Representative


Attachment H

OFFICE 365 EXCHANGE MIGRATION AND - Official web … · The City anticipates a project scope that...

Documents

Transcript of OFFICE 365 EXCHANGE MIGRATION AND - Official web … · The City anticipates a project scope that...